Medical Secretary & Medical Imaging Administration

Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario focused on women's health, health equity, and system solutions.

Position Details

• Temporary Full‑Time (up to 18 months)
• Type: Replacement
• Location: Ontario – Applicants must reside and be legally eligible to work in Ontario.

Responsibilities

• Facilitate efficient and timely access to specialty services by receiving and processing referrals and scheduling appointments:
• Receive new referrals and triage according to established guidelines.
• Confirm required information and retrieve relevant data from the referring source.
• Triage to the correct clinic/physician using decision algorithms.
• Confirm triage with physicians and the clinical team, as needed.
• Create patient records within the Electronic Patient Record.
• Schedule patient visits and coordinate required tests.
• Communicate scheduled visits to referring physicians, patients, and other stakeholders.
• Monitor clinic schedules to ensure all appointment slots are filled.
• Provide patients with all required test information, special preparation instructions, and logistical details.
• Remind patients of appointment times or implement a system for reminder calls.
• Answer clinic‑related phone calls and triage to the appropriate staff member.
• Follow up on no‑shows.
• Confirm physician schedules for upcoming clinics, as required.
• Manage clinician cancellations.
• Contribute to the efficient operations of clinics by booking complex tests and follow‑up appointments and ensuring that the health record for each scheduled patient is up to date:
• Prepare daily patient charts for the clinic.
• Generate charts for referrals and retrieve patient results not in the EPR.
• File reports not in the EPR in Women's College Hospital records.
• Liaise with Health Records regarding chart requests.
• Transcribe referrals.
• Book complex tests and appointments.
• Understand procedures, tests, and consult referrals pertinent to the specialty.
• Ensure the team is informed of updated schedules, room assignments, and any potential changes.
• Effectively communicate with all hospital clients and stakeholders.
• Manage consultation letters.
• Enhance the patient experience by checking patients in for their scheduled appointment and completing the check‑out process following the appointment:
• Act as the "face of the hospital".
• Greet patients and visitors in a friendly, courteous, and respectful manner.
• Provide exceptional customer service to patients, families, and visitors.
• Print clinic and practitioner schedules prior to clinic sessions.
• Verify required demographic information and validate health cards.
• Register patient visits in the appropriate system for the current encounter and track visits as required.
• Distribute and collect patient questionnaires or other forms.
• Monitor the waiting room to assess patient needs.
• Check patients out of clinic as required, including scheduling follow‑up appointments and tests.
• Verify that patients have all instructions and required information after the clinic visit.
• Engage in administrative activities to support efficient clinic operations and develop a professional environment:
• Participate in process and quality improvement projects.
• Respond to patient and provider inquiries, ensuring messages are forwarded appropriately.
• Manage and sort incoming and outgoing faxes and mail.
• Maintain the supply and currency of administrative forms, pamphlets, and supplies.
• Attend and participate in clinical and administrative team meetings, and participate in patient/office improvement projects, as required.
• Maintain clinical data and statistics, as required.
• Follow established policies and procedures.
• Provide support to the clinic team, as directed.
• Process paperwork for non‑insured patients/procedures and associated payments.
• Serve as a role model and champion, identifying and integrating safe best practices into daily activities to foster the delivery of exemplary care.

Qualifications

• Medical Office Administration Diploma (required).
• Minimum of 2 years’ experience working in an ambulatory clinic, preferably in a hospital setting.
• Experience with electronic systems, such as an Electronic Patient Record.
• Strong MS Office application skills (Word, Excel, Outlook).
• Ability to work well under pressure and use good judgment in assessing difficult situations.
• Ability to produce high‑quality work in accordance with hospital standards.
• Comprehensive knowledge of health care, organizational office practices, procedures, and standards.
• Excellent verbal and written communication skills.
• Ability to work effectively in an inter‑professional team.
• Excellent organizational and time‑management skills; ability to handle multiple duties.
• Proven ability to attend work on a regular basis.
• Professional behaviour and communication that meets the standards of the professional regulatory college or association and of Women's College Hospital.
• Demonstrated commitment to patient safety and promotion of a safe environment.

Benefits

• Opportunity to be part of a dedicated team committed to excellence.
• Participation in shaping the future of healthcare in a supportive environment.
• Competitive benefits and an excellent defined benefit pension plan (HOOPP).

Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialised groups, women, and anyone who may contribute to the further diversification of our hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants should make their requirements known in advance.